Public Works Agency
www.santa-ana.org/pw
Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 21, 2025
TOPIC: Purchase Order Contract for Asphalt Concrete Material
AGENDA TITLE
Purchase Order Contract to All American Asphalt for Asphalt and Concrete Materials (Specification No. 24-125) (Non-General Fund)
RECOMMENDED ACTION
Award a Purchase Order Contract to All American Asphalt for asphalt concrete materials for a term beginning January 21, 2025 and expiring January 20, 2026, with provisions for four, one-year renewals exercisable by the City Manager, for a total contract amount of $400,000.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency (PWA) Water Resources Division performs a variety of maintenance and repairs on the City’s water and sewer systems. The work performed includes mainline leak repairs and replacement of water services and sewer laterals where temporary asphalt concrete mix is used for trench cut out repairs. Additionally, permanent asphalt concrete trench resurfacing is provided under a separate contract also administered by the Public Works Agency. This proposed contract will supply staff with the materials needed to perform temporary street repairs.
Invitation for Bids (IFB) No. 24-125 was advertised on October 24, 2024 on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
275 Vendors notified
21 Santa Ana vendors notified
13 Vendors downloaded the bid packet
2 Bids received
0 Bids received from Santa Ana vendors
Purchase Order Contract for Asphalt Concrete Material
January 21, 2025
4 7
7 5
Bids were solicited, opened on November 12, 2024, and evaluated (Exhibit 1). Two bids were submitted by the Invitation for Bid (IFB) deadline and one was determined to be responsive to the specifications and met the City’s requirements. The bid submitted by Bart Richard Woodward Corporation was deemed non-responsive as it did not meet the requirements of the IFB. The bid submitted by All American Asphalt was determined to be the lowest, responsible, and responsive to the City’s specifications. To ensure sufficient resources are available at all times, staff recommends awarding a purchase order contract to All American Asphalt.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds in the amount of $40,000 are budgeted and available for expenditure in FY 2024- 25 in the Water System Maintenance, Miscellaneous Operating Expenses and Sanitary Sewer Service, Miscellaneous Operating Expenses expenditures accounts.
Funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.
Fiscal
Year
Accounting
Unit-Account#
Fund
Description
Account Unit, Account
Description Amount
06017641-
63001 Water
Water System
Maintenance,
Miscellaneous
Operating Expense
$20,000
FY 2024-
25 05617640-
63001
Sanitary Sewer
Service
Sanitary Sewer Service,
Miscellaneous
Operating Expenses
$20,000
06017641-
63001 Water
Water System
Maintenance,
Miscellaneous
Operating Expense
$40,000
FY 2025-
26 05617640-
63001
Sanitary Sewer
Service
Sanitary Sewer Service,
Miscellaneous
Operating Expenses
$40,000
FY 2026-
27 06017641-
63001 Water
Water System
Maintenance,
Miscellaneous
Operating Expense
$40,000
Purchase Order Contract for Asphalt Concrete Material
January 21, 2025
4 7
7 5
Fiscal
Year
Accounting
Unit-Account#
Fund
Description
Account Unit, Account
Description Amount
05617640-
63001
Sanitary Sewer
Service
Sanitary Sewer Service,
Miscellaneous
Operating Expenses
$40,000
06017641-
63001 Water
Water System
Maintenance,
Miscellaneous
Operating Expense
$40,000
FY 2027-
28 05617640-
63001
Sanitary Sewer
Service
Sanitary Sewer Service,
Miscellaneous
Operating Expenses
$40,000
06017641-
63001 Water
Water System
Maintenance,
Miscellaneous
Operating Expense
$40,000
FY 2028-
29 05617640-
63001
Sanitary Sewer
Service
Sanitary Sewer Service,
Miscellaneous
Operating Expenses
$40,000
06017641-
63001 Water
Water System
Maintenance,
Miscellaneous
Operating Expense
$20,000
FY 2029-
30 05617640-
63001
Sanitary Sewer
Service
Sanitary Sewer Service,
Miscellaneous
Operating Expenses
$20,000
Total $400,000
EXHIBIT(S)
1. Bid Abstract
Submitted By: Nabil Saba, P.E., Executive Director - Public Works Agency Approved By: Alvaro Nuñez, City Manager